Smart Web enables an end user to send and receive messages, review messages that were sent and received, and schedule messages to be sent at a future date and time.
The messaging screens in Smart Web can be accessed by clicking on the Messages option in Smart Web. Three sub-menus become available: Sent, Received, and Scheduled. The activities that can be performed by an end user in the messaging screens are determined by the user’s messaging type.
Messaging Screens
The messaging screens can display 20 messages on each page of the screen. The Previous and Next buttons at the bottom of the screen enable a user to display more messages. The number of pages is also included; the page numbers can be clicked to jump directly to a specific page.
Each of the messaging screens enables a user to perform different activities.
· The Sent messaging screen shows any messages that have been sent by this user. From within this screen, a user who is assigned the SEND/RECEIVE or SEND ONLY messaging type can send a new message or forward an existing one.
· The Received messaging screen shows any messages that were received by this user. From within this screen, a user who is assigned the SEND/RECEIVE or RECEIVE ONLY messaging type can send a new message, forward an existing one, or reply to a received message.
· The Scheduled messaging screen shows the messages that have been scheduled by the user to be sent at a later date. From within this screen, a user who is assigned the SEND/RECEIVE or SEND ONLY messaging type can send a new message or delete a message scheduled for delivery on a future date.
Messaging Type
The activities that a particular user can perform depend on the user’s messaging type. A user can be assigned one of three types:
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SEND/RECEIVE |
A user assigned the SEND/RECEIVE type is able to send and receive messages, and forward and reply to messages. The New, Forward, and Reply buttons are available in the messaging screens. |
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SEND ONLY |
A user assigned the SEND ONLY type is able to send messages, and forward and reply to messages. The New, Forward, and Reply buttons are available in the messaging screens. The user can view the Received messages screen and can view a specific message. |
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RECEIVE ONLY |
A user assigned the RECEIVE ONLY type is able to receive messages. The New, Forward, and Reply buttons are NOT available in the messaging screens. The user can view the Sent and Scheduled messages screens and can view a specific message. |
Note that if the type assigned to a user is changed, the user is able to view any past messages. For example, if a user is originally assigned the SEND/RECEIVE type and then is changed to the RECEIVE ONLY type, the user can view any previously sent messages in the Sent screen. The user can no longer send, forward, or reply to receive messages.
Determining Message Recipients
The message recipients can be either individual users or a message group. When a message group is selected, the message is sent to each member of the group. An individual user that has been selected as a recipient and is also a member of a selected message group receives the message only once. A message can have up to 30 recipients.
Sending a Message across Time Zones
Some COGs may have users in different time zones. When this is the case, a message sent from one time zone and received in another time zone shows the appropriate sent and received times. For example, a message sent from New York at 2:00 will show a received time in Minnesota of 1:00.
Basic Messaging Activities
The following basic messaging activities can be performed by an end user:
· Working with received messages
· Working with scheduled messages
· Sending a message to all COG Managers: System Support Users ONLY